SOW Template ELEVATOR MAINTENANCE BASE PLUS 4 OY 010126 123126 IHS1519291.pdf

STATEMENT OF WORK (SOW)

ON-SITE ELEVATOR MAINTENANCE SERVICE FOR THE WAGNER HEALTH CENTER IN WAGNER, SOUTH

DAKOTA.

BACKGROUND:

The Mission of the Wagner Health Center is to provide the best possible healthcare services to the patients on the Yankton Sioux Reservation in South Dakota. To meet this mission, WHC is requesting a base year plus four (4) one

(1) year options, firm-fixed price, non-personal service contract to provide on-site elevator maintenance services for the Wagner Health Center.

OBJECTIVE:

The Wagner Health Center currently has one direct plunger hydraulic elevator. This elevator needs routine serving, inspection and repair in accordance with applicable codes, standards and specifications. The elevator is also tied into the fire detection system and emergency power system.

SCOPE OF WORK:

The elevator is to be serviced regularly and inspected annually in accordance with ASME A17.2 – 2023. The contractor is expected to provide systematic and periodic maintenance that will meet the needs of the Wagner Health Center and result in reliable operation of the elevators.

PERIOD OF PERFORMANCE:

The period of performance of this contract consists of a base year and four option years, beginning on 01/01/2026 to 12/31/2026. The contract schedule is listed below.

Base Year: 01/01/2026 to 12/31/2026 Option Year 1: 01/01/2027 to 12/31/2027 Option Year 2: 01/01/2028 to 12/31/2028 Option Year 3: 01/01/2029 to 12/31/2029 Option Year 4: 01/01/2030 to 12/31/2030

PLACE OF PERFORMANCE:

Wagner Health Center 111 Washington AVE NW Wagner, South Dakota 57380

HOURS OF COVERAGE:

8:00am to 4:30pm Monday through Friday

Contractor will be authorized to perform the work under this purchase order during the time outlined above unless specifically requested by the Facility Manager. The Contractor will not be authorized to work on the equipment at any other times. The equipment cannot be made available at other times due to the nature of the mission at this facility.

Except for emergency calls, the contractor will not be authorized to fragment the work required under this purchase order. Contractor must ensure that work is scheduled in such a manner that when it is started it will be completed without interruption. Contractor’s personnel will not be permitted to leave the installation before completion of service to perform work required by service calls.

SPECIFIC REQUIREMENTS/TASKS

Contractor shall provide full maintenance, inspections and testing of the hydraulic elevator. Routine maintenance shall be made during the normal business hours, Monday through Friday from 8:00am to 4:30pm. Contractor shall notify the Facility Manager or his designee prior to commencement of providing services. Contractor shall utilize a written service receipt to record each visit. This receipt shall indicate date, hours on site, technician name, and elevator serviced. Type of service shall be recorded and shall include specific tasks completed. The receipt shall be signed by the Facility Manager or his designee and a copy shall remain with the Wagner IHS Healthcare Facility.

Contractor shall clean, adjust and lubricate the equipment and determine the nature and extent of any maintenance required to restore the elevator to satisfy service and, if conditions warrant, furnish and install parts as noted herein.

All equipment, materials and installation shall conform to the American National Standard Safety Code for Elevators and Escalators, and NFPA 101 Life Safety Code (monthly operations of Fire Fighter’s Emergency Operations in elevator).

Additional work outside of the scope of this purchase order requires a price quote, purchase order, and scheduled start date prior to commencing work. The Government will not be obligated to pay for services performed outside of the scope of this purchase order without an authorized purchase order. Additional work may be bid competitively for cost effectiveness.

Contractor shall provide, along with bid package, proof of current service mechanics certification issued by the International Union of Elevator Constructors.

The contractor shall submit a written plan of action to the Facility Manager whenever unresolved problems re-occur on the same elevator the Wagner IHS Healthcare Facility requires an analysis of the corrective action required to resolve the problem.

Contractor shall provide, along with bid package, the name and telephone number of service technician who will be performing this purchase order work.

CLEANING, LUBRICATION AND ADJUSTMENT SERVICES – ROUTINE MAINTENANCE:

Contractor shall provide a complete checklist of services to be performed. The checklist shall meet or exceed ASME A17.2 – 2023 for Service, Maintenance, and Inspection of Hydraulic Elevators.

Contractor shall correct any observed deficiency. If additional work within the scope of this purchase order is needed, contractor will record additional work requirements on receipt and notify the Facility Manager or his designee. Contractor shall schedule additional work with the Facility Manager or his designee if the work cannot be performed during the visit, in which it was observed.

Contractor shall be on-site for the appropriate time necessary to properly complete scheduled routine maintenance.

Time spent on callback service and at inspections does not qualify as time required for scheduled maintenance.

PARTS AND MATERIALS:

Contractor shall furnish necessary cleaning supplies, vacuum cleaner, etc.

Contractor shall furnish all lubricants, hydraulic fluid, cleaning supplies and tools necessary to perform the work described herein. All lubricants shall be as recommended by the manufacturer of the individual equipment.

Contractor shall not supply and replace fluorescent lamps for the light fixtures. Contractor shall not supply and replace floor covering on elevator car platforms.

EMERGENCY OR CALL BACK SERVICES:

Proper maintenance of the elevator should eliminate the need for emergency or call back services. It is the contractor’s responsibility to maintain the elevator including emergency or call back services. The contractor shall include in the total price for the contract the need for emergency or call back services for situations within the scope of the purchase order. If needed, emergency or call back services shall be completed during normal business hours.

The contractor shall respond to emergencies as soon as possible or practical depending on the extent of the emergency.

The contractor shall provide hourly rates for services outside the scope of the purchase order.

RECORDS:

The contractor shall sign the log-in book in Maintenance upon arrival for each visit.

Contractor shall report to the Facility Manager or designee at the completion of each service and provide a written receipt of services performed that meets the record keeping requirements of ASME A17.2 – 2023. These receipts shall advise the government of any repair or part required which is not covered under this purchase order. The Wagner IHS Healthcare Facility shall provide a logbook in the elevator room for the contractor’s detailed maintenance and callback actions.

The contractor shall maintain a complete, orderly and chronological file including drawings, complete part lists and copies of all reports as required by these specifications. The contractor shall maintain a record of all callbacks and repairs. Records shall indicate any difficulty experienced and the corrective measures taken to eliminate the difficulties. This file shall be available for inspection upon request and a copy furnished to the Wagner IHS Healthcare Facility annually.

GOVERNMENT FURNISHED PROPERTY/EQUIPMENT/INFORMATION:

None.

CONTRACTOR QUALITY ASSURANCE:

The Contractor shall allow the Government to evaluate the quality of services provided with the technical requirements of this contract. This assessment will include the written service receipt to record each visit, compliance with applicable state, federal laws and regulations, vendor and technical staff elevator maintenance certification, and submitted written reports. An assessment spreadsheet will be created monitored by the Facility Manager and the Contracting Officers’ Representative (COR). This assessment spreadsheet may be used as a record of contract performance history for the purpose of evaluation in other competitive or non- competitive acquisitions.

ADMINISTRATIVE:

Contracting Officer’s Representative Designation

The designated COR for this contract is:

Dwight Josh Janis, COR Level 1

The COR is responsible for:

Monitoring the Contractor’s technical progress;

Interpreting the statement of work;

Technical evaluation as required;

Technical inspections and acceptance required by this contract; and Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

Subject matter expert for this contract is:

Chad Zephier, Facility Manager Wagner Health Center

AUTHORITY:

No person other than the Contracting Officer has the authority to bind the Government with respect to this contract.

No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract.

In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract:

An understanding or agreement between the Contractor and anyone other than the Contracting Officer; A purported modification or change order issued by anyone other than the Contracting Officer; A promise by anyone other than the Contracting Officer to provide additional funding or make payments; or An order, direction, consent, or permission from anyone other than the Contracting Officer to:

Incur costs in excess of a specified estimated cost, allotment of funds, or other ceiling; or Expend hours in excess of a specified level of effort.

INVOICE SUBMISSION AND PAYMENT:

The Contractor shall submit one invoice, monthly, for incurred charges related to on-site elevator maintenance services.

Invoice submission and payment: In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing, directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests.

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register, however, we encourage you to make sure your organization and designated IPP user accounts are valid and up to date.

The IPP website address is: https://www.ipp.gov.

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973- 3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov.

The Contractor shall include the following information on each invoice in accordance with the Prompt Payment Act (5 CFR Part 1315.9(b)):

Contractor/Vendor Name Mailing Address Telephone Number Tax Identification Number (TIN) Invoice Date and Number Purchase Order Number (in Block #3 of the OF-347 form) Data Universal Number (DUNS)

Description of services provided, quantity, unit of issue, unit price, and total amount due https://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov.